Meeting Management

Site Selection/Contract Negotiation with Facilities
 

  Site Selection/Contract Negotiation with Facilities
     •     Work with client to determine suitable locations for group size and demographics
•     Develop an RFP based on requirements and desired dates to send to facilities
•     Negotiate contract(s) with facilities for final client approval/signature   

Perform Preliminary Research (if required) or work with client’s existing assessment of marketplace/marketing tools   

       •     Research industry events
•     Research industry associations
•     Research industry trade press (print and electronic)
•     Evaluate competitive advantages
•     Review audience demographics
•     Research and determine best media to reach potential attendees    

 Work with Client to Establish Event Objectives   

       •     Determine overall Event success metrics
•     Financial Goals/Development of Budget
•     Development of Sponsorship Pricing, Packages, and Sales Goals/Strategies 
       (if applicable)
•     Development of Attendance Goals/Strategies
•     Development of Key VIP Attendance Goals/Strategies   

 Promotion/Marketing   

       •     Develop overall marketing plan and budget
•     Develop Website for promotional and registration purposes (if needed)
•     Develop all promotional materials (sponsorship prospectus/attendee) for client
       approval
•     Distribute/launch all promotion to various target audiences
•     Investigate sources of outside lists (partnering with industry 
       associations/magazines)
•     Development of advertising (web-based banner ads) and media placement
•     Develop and distribute press releases to industry media   

 Meeting Planning/Logistics   

       •     Work with client to establish schedule of all events that will be taking place
•     Work with facilities to lay out space needs, signage needs, press room needs, etc.
•     Manage any needs for Press/VIP rooms—computers, audiovisual needs, food and
       beverage, etc.
•     Handle any VIP functions (receptions, special social events, etc.)
•     Handle planning , booking and execution of any special entertainment
•     Prepare checklist of specifications for facilities on all events held in meeting rooms
•     Placement of all directional signage within facility
•     Make arrangements for shuttles (if necessary)   

 Post-Event Activities    

       •     Attendee/sponsor evaluation of show
•     Sponsor Followup Package (this is what you got for your money—number of
       advertising impressions, demographic information about attendees, show pictures 
       as applicable)
•     Bill reconciliation with all vendors prior to final bill preparation for client
•     Wrapup financial reports